⚠️ This feature is available to accounts using file-based accounting exports (single-entry, double-entry, SAGE or CEGID) as well as our native integrations with DATEV, Xero and NetSuite.
Table of content
Submit a credit note (requesters, account owners)
Apply a credit note to an invoice (controllers, account owners)
Bookkeep a credit note (controllers, account owners)
FAQ
Submit a credit note
Credit notes can be submitted via the New request > "Submit an invoice or credit note" request flow. To do so:
Select the credit note file from your computer.
Our Spendesk OCR will attempt to fill in some data. 🔥 Check the fields 🔥 and add or edit any existing or missing data, such as the reference invoice, description, and cost center.
Submit the credit note. It will be auto-approved!
Apply a credit note to an invoice
Overall, the credit note feature from Spendesk supports the three main use cases when dealing with credit notes in a company:
Deduct a credit note from a reference invoice.
Save a credit note for future applications to an invoice.
Mark a credit note as refunded outside Spendesk.
If the reference invoice can still be found in Invoices > Review, you have two options:
Deduct a credit note from a reference invoice
Save a credit note for future application to an invoice
If the reference invoice is already scheduled for payment or has already been paid, you have these two options:
Save a credit note for future application to an invoice
Mark a credit note as refunded outside Spendesk
"Invoices > Review": Deduct a credit note from a reference invoice
Step 1:
Review the credit note and select "Deduct the amount of the reference invoice" and validate the credit note.
Step 2:
Review the reference invoice and the credit note application.
When to use this option | Reference invoice & credit note are both in "Invoices > Review" |
Impact on invoice payment | The credit note amount will be subtracted from the invoice amount. For instance, a 10€ credit note will be applied to a 20€ invoice, resulting in a payment of 10€. |
Impact on bookkeeping | The invoice and credit note will be handled as separate payables on the "Prepare" and "All payables" pages. Both can be prepared via "Prepare" and exported to your accounting software via "Bookkeep > Export". |
"Invoices>Review": Save a credit note for future application to an invoice
Step 1:
Review the credit note and select "Save the credit for future invoice(s)". This will store the credit on the supplier's level.
Step 2:
Apply the credit to an upcoming invoice of this supplier by clicking on "Apply".
When to use this option | (1) Reference invoice and credit note can both be found in the "Invoices>Review" tab. or |
Impact on invoice payment | The stored supplier credit will be deducted from the invoice's amount. |
Impact on bookkeeping | The invoice and credit note will be treated as separate payables on the "Prepare" and "All payables" pages. Both can be prepared via "Prepare" and exported to your accounting software via "Bookkeep>Export". |
"Invoices>Review": Mark a credit note as refunded outside of Spendesk
Step 1:
Review the credit note and select "Refunded outside of Spendesk"
Option to use when? | The supplier reimbursed the credit note amount to the company's bank account. |
Impact on invoice payment | The credit note will not impact any invoice. It will be displayed on the "All payables" page with the status "Refunded" and will show as a refund payment on the "All payments" page. |
Impact on bookkeeping | The invoice and credit note will be treated as separate payables on the "Prepare" and "All payables" pages. Both can be prepared via "Prepare" and exported to your accounting software via "Bookkeep > Export". |
"All payables" > Review the credit notes status (available to use, deducted, refunded)
To review the status of your credit notes, please go to the "All payables" page. Here you can review the status of your credit notes:
Which credit notes are still available to use
Which credit notes were used and deducted from invoices
Which credit notes have been refunded by suppliers
Bookkeep a credit note
Once you validate a credit note in "Invoices>Review" you can find it in "Bookkeep>Prepare". Here, you can assign bookkeeping information to the credit note, just like with other types of payables, and mark it as ready.
When the information is completed, you can export it to your accounting software.
